People, levels and invitations

Everyone in a Sted organisation has one of four levels: Administrator, Policy and Process Owner, Reviewer or Personnel. The level decides what a person can see and change, and owning a document widens it for that document. Administrators invite people by email, choose each person’s level, and can change it or retire them later.

What this is

Levels keep the right work with the right people, which is what a certification auditor checks when they ask who can approve a policy. Each level in one line:

Administrator runs the organisation: people, the plan, document owners, Audit readiness and the registers.
Policy and Process Owner owns documents: drafts them, approves them, assigns trainees, and adopts standards.
Reviewer reads Approved documents and records. It suits an auditor, an adviser or a board member.
Personnel reads Approved documents, completes training and works on records.

Reviewers and Personnel see only Approved documents, and a Policy and Process Owner sees drafts only of the documents they own. One shared rule set decides what each level may do, and the app and the API apply the same one.

Where to find it

Open Plan and Users in the group named after your organisation in the sidebar. Only administrators see it. The roster lists each person’s Name, Role, Status and User Type, with an edit control on each row, and the plan card shows Seats used against your limit.

On a phone, the sidebar sits behind the Menu button.

How it works

Invite someone

Open Plan and Users.
Select Invite user.
Enter the person’s Email, First name and Last name.
Enter their Company role.
Choose their User type, which is their level.
Choose their Engagement type, such as employee or contractor.
Select Send invitation.

Sted emails a code that works only for that address and expires 72 hours later. A person new to Sted also gets a temporary password in a separate email. They join your organisation rather than creating one of their own.

Each plan has a user limit, so an invitation past it is refused with a link to the plans.

Pending and expired invitations

An invitation shows in the roster as Pending until it is accepted, or Expired after 72 hours. Select Revoke on a pending or expired invitation to withdraw it, for example when the email address was mistyped.

Change a level or retire someone

Open Plan and Users.
Select the edit control on the person’s row.
Choose a new User type.
Select Save.

To remove someone, select Retire in the same dialog and confirm. They can no longer sign in at your organisation, and Reinstate brings them back.

Two rules protect you. Sted will not change the level of, or retire, the last administrator. A person who owns documents must hand them to someone else before becoming a Reviewer or Personnel.

Restricted and confidential records

For a Reviewer, the edit dialog adds Classification access, with a tick for Restricted and one for Confidential. Tick only what the Reviewer’s work needs.

Permissions

What each level may do, by area. “Documents they own” means a Policy and Process Owner can do it only on documents an administrator has made them owner of.

Action	Administrator	Policy and Process Owner	Reviewer	Personnel
Invite people and revoke invitations	Yes	No	No	No
Change a level, retire or reinstate someone	Yes	No	No	No
Give a Reviewer restricted or confidential access	Yes	No	No	No
Change the plan and billing	Yes	No	No	No
Read Approved documents	Yes	Yes	Yes	Yes
See drafts	All documents	Documents they own	No	No
Approve a document or start a new version	Yes	Documents they own	No	No
Assign a document owner	Yes	No	No	No
Create your own document	Yes	No	No	No
Adopt or remove standards	Yes	Yes	No	No
Generate or revert the framework	Yes	Yes	No	No
Assign or remove a document’s trainees	Yes	Documents they own	No	No
Read the training register	Yes	Yes	No	No
Complete training	Yes	Yes	Yes	Yes
Create, close or withdraw records	Yes	Records of documents they own	No	No
Fill in, attach to and submit records	Yes	Depends on ownership and classification	Depends on ownership and classification	Depends on ownership and classification
Set a record type to repeat	Yes	Documents they own	No	No
Assign a record’s owner	Yes	Records of documents they own, or of a document they train on while the record is open	No	Records of a document they train on, while the record is open
Link records to each other	Yes	Yes	No	No
Export a document or record as a PDF	Yes	Yes	Yes	Yes
Export a Statement of Applicability	Yes	No	No	No
See Audit readiness	Yes	No	No	No
Ask Steward a question	Yes	Yes	Yes	Yes
Send feedback	Yes	Yes	Yes	Yes

Records still follow their own owner and classification, so a Personnel member works only on the records open to them. Controls a level cannot use are not drawn, and the API refuses the action if it is tried anyway.

Limits and plan features

Each person holds exactly one of the four levels in each organisation they belong to. Each person can create one organisation of their own, and can belong to more by invitation, switching between them with Change Organisation.

Inviting colleagues needs a plan with more than one user: Framework and Users (five users) or Full Management System (15 users). Training is in Framework and Users and Full Management System, and records are in Full Management System, so the rows above that touch them follow those plans. PDF export needs any paid plan.

Sign up and sign in: what an invited person sees when they accept.
Plans and billing: user limits and what each plan includes.
Policy and Process Owner: the level for the people who own your policies.
Document control: who approves what, and why auditors ask.
How to run an access review: reviewing who holds which level, on a schedule.

Frequently asked questions

What can a Policy and Process Owner do in Sted?

Own documents, see their drafts, approve them and start new versions, assign trainees, adopt or remove standards, and run framework generation. They cannot invite people, change the plan, assign document owners or see Audit readiness; those stay with administrators.

Which level should I give an external auditor?

Reviewer. A Reviewer reads approved documents and records and cannot approve, adopt or change the plan. An administrator can also give a Reviewer access to Restricted or Confidential records, one tick each, when the audit needs them.

Can I remove the last administrator?

No. Sted refuses to change the level of, or retire, the last administrator, so an organisation is never left without one. Make someone else an administrator first.

Can one person belong to two organisations?

Yes. A person can create one organisation of their own and join others by invitation, with a different level in each. Change Organisation in the sidebar switches between them.